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PRIVACY NOTICE

Cab Call Centre Thanet Ltd t/a Thanet Cars
76 Northdown Road, Margate, Kent, CT9 2RE
Email: info@thanetcars.com
Phone: 01843 232323

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‍We are the licensed private hire operator and Data Controller, responsible for deciding how and why your personal data is used. We operate under:

UK General Data Protection Regulation (UK GDPR)

  • Data Protection Act 2018

  • Local Government (Miscellaneous Provisions) Act 1976

  • Taxis and Private Hire Vehicles (Safeguarding and Road Safety) Act 2022

  • Thanet District Council licensing conditions

ICO Registration Number: ZA920007
Operator Licence Number: LN/199400335
Responsible Person for Data Protection: Karl Evans (Director)
 

‍This Privacy Notice applies to customers, passengers, staff, office‑based contractors, and drivers, and covers all contact methods including phone, SMS, WhatsApp (limited), website forms, email, social media, mobile apps, walk‑ins, and dispatch systems.

 

‍2. Definitions

‍“We”, “Us”, “Our” – Cab Call Centre Thanet Ltd t/a Thanet Cars
“You” – Any customer, passenger, driver, staff member, contractor, or website/app user
“Personal Data” – Any information that identifies or can identify a living person
“Processing” – Any action taken with personal data
“Data Controller” – The organisation deciding how and why data is processed
“Data Processor” – A third party processing data on our behalf

 

‍3. Safeguarding, Age Requirements & Licensing Standards

‍Passenger Age Requirements

‍Children must be secondary‑school age (approximately 11+) to travel unaccompanied for standard bookings.

For bookings arranged by KCC, other councils, or other authorities, age rules may differ and are determined by the commissioning authority.

Driver Licensing & Vetting

‍All drivers:

  • ‍Are licensed by Thanet District Council

  • Hold a valid Private Hire Driver’s Licence or Hackney Carriage Driver’s Licence

  • Use vehicles licensed for the same purpose (PHV or Hackney)

  • Hold Hire & Reward insurance

  • Hold an up‑to‑date enhanced DBS certificate

  • Are subscribed to the DBS Update Service

  • Have completed all licensing steps required at the time they were licensed, which may include safeguarding and customer‑care training

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4. What Data We Collect

‍Identity & Contact Information

  • Name

  • Telephone number

  • Address

  • Email address‍ ‍
     

Booking & Journey Information‍ ‍

  • Pick‑up and drop‑off details

  • Booking history

  • Date, time, route, driver and vehicle details

  • Communication records (calls, SMS, WhatsApp messages, emails, notes)

  • Text‑back confirmations and tracking links
     

GPS & Location Data‍ ‍

  • Real‑time and historical GPS from driver devices

  • GPS used for dispatch, routing, pricing, and safety

  • GPS coordinates stored in booking history‍ ‍
     

Children’s Data

We may receive children’s data from:‍ ‍

  • KCC

  • Other councils or authorities

  • Parents or guardians

  • Schools or education centres

Used only for safeguarding, lawful transport, and contractual obligations.
 

‍Payment Information

Payments processed via Stripe, Google Pay, and PayPal

  • We do not store full card details

  • Driver bank details are stored to process payments for account work
     

App & System Data‍ ‍

  • Account details

  • Preferences

  • Device information

  • Usage data
     

Staff & Contractor Data‍ ‍

  • Contact details

  • HR and compliance records

  • System access logs

  • Office CCTV (video only)‍ ‍
     

CCTV‍ ‍

  • Office CCTV records video only

  • Vehicle CCTV is driver‑owned and not controlled by us

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5. How We Collect Your Data

‍ ‍We collect data when you:‍ ‍

  • Make a booking by phone, SMS, WhatsApp (limited), email, website form, or in person

  • Use our mobile apps or booking systems

  • Message us on Facebook or Instagram

  • Travel in one of our vehicles (GPS, journey records)

  • Work for us as a driver, staff member, or contractor

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6. How We Use Your Data & Our Legal Bases

‍Lawful Basis Table‍ ‍

‍Lawful Basis Table.png

7. Automated Decision‑Making

Our dispatch system may automatically allocate the nearest available driver. This does not have legal or significant effects on you. We do not use profiling.

 

8. Who We Share Your Data With

We never sell or trade your data.

We only share it with:

  • Payment processors (Stripe, Google Pay, PayPal)

  • IT and software providers (dispatch system, apps, hosting, secure storage)

  • Encrypted VPN providers (secure internal communication)

  • Phone and communication providers

  • GPS and tracking providers

  • Accountants and financial advisors

  • Insurance providers

  • Licensing and regulatory authorities (Thanet District Council, police, other authorities)

  • Authorised staff and drivers (only what is necessary to complete your journey)

Data shared via Facebook or Instagram is subject to Meta’s own privacy policies.

 

9. International Transfers

We do not transfer your personal data outside the UK. If this ever becomes necessary, we will use approved safeguards such as UK Standard Contractual Clauses.

 

10. Data Security

We use:

  • End‑to‑end encryption

  • Secure VPN connections

  • Encrypted communication between office systems and driver devices

  • Restricted access controls

  • Secure app and system architecture

  • Staff and driver training in data protection and safeguarding

Your data is protected against loss, misuse, unauthorised access, and disclosure.

 

11. Data Retention

Retention Table
‍

Retention Table_Privacy Notice.png

‍12. Your Rights

‍ You have the right to:‍ ‍

  • Access your data (including GPS and app data)

  • Correct inaccurate information

  • Request deletion (where legally permitted)

  • Object to or restrict processing

  • Request data portability

  • Withdraw consent at any time

  • Complain to the ICO‍ ‍

ICO Contact Details
Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Email: casework@ico.org.uk
Website: https://ico.org.uk

 

‍13. How to Exercise Your Rights‍ ‍

Email: info@thanetcars.com
Phone: 01843 232323
Address: Cab Call Centre Thanet Ltd t/a Thanet Cars, 76 Northdown Road, Margate, Kent, CT9 2RE

‍ ‍

14. Reporting Concerns About a Licensed Vehicle, Driver, or Operator

If you wish to raise a concern or make a licensing‑related complaint, contact:‍ ‍

Thanet District Council Licensing Department
Email: licensing@thanet.gov.uk
Phone: 01843 577 416

The Council investigates licensing complaints and ensures all operators meet required standards.

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15. Changes to This Privacy Notice‍ ‍

We may update this Privacy Notice from time to time. The latest version will always be available on our website. We will not reduce your rights without notifying you where appropriate.

 

16. Cookie Policy

Our website uses cookies to operate securely, improve performance, and provide a better user experience. When you visit our site, you may be asked to accept or reject optional cookies through our cookie banner. These cookies are controlled by you and can be changed at any time.

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Types of Cookies We Use

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Essential Cookies:

These cookies are required for the website to function and cannot be switched off. They include security, accessibility, and basic operational features.

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Performance & Analytics Cookies:

These cookies help us understand how visitors use our website. They allow us to count visits, identify traffic sources, and measure site performance. This information helps us improve the website and ensure it works smoothly for all users.

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Advertising Cookies:

These cookies may be used by third‑party advertising platforms to deliver content that is relevant to your interests. They may track your browsing activity across different websites. You can disable these cookies at any time through our cookie banner.

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Social Media Tracking:

If you interact with our Facebook or Instagram pages, Meta may collect information under its own privacy policies. This tracking is outside our control.

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Managing Cookies:

  • You can control or block cookies in the following ways:

  • Through the cookie banner on our website

  • By adjusting your browser settings

  • By clearing stored cookies at any time

 

Please note that disabling certain cookies may affect website functionality.

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17. Call Recording

We record certain telephone calls for accuracy, safety, and service quality. The following types of calls may be recorded:

Incoming and Outgoing Calls Calls made to or from our main telephone numbers may be recorded for the following purposes:

  • Ensuring bookings are taken accurately

  • Monitoring and improving customer service

  • Investigating complaints

  • Training and quality assurance

  • Meeting licensing and legal obligations

Driver‑to‑Customer Calls (Masked Number System) When a driver selects “Call Customer” through the driver app, the call is routed through our internal system so the customer does not see the driver’s personal number. These calls may also be recorded for safety, accuracy, and complaint investigation.

Internal Office Calls Calls made between internal office lines are not recorded.

Retention and Access Call recordings are stored securely, accessed only by authorised staff, and retained for the minimum period necessary. They are deleted when no longer required. You may request access to call recordings relating to you, where legally permitted.

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